Administrative/Operations Coordinator

We are looking for Administrative & Operations Coordinator to support the day-to-day activities of our Geneva office. Office hours are Monday through Friday, from 9 am to 5 pm. The Administrative & Operations Assistant will be responsible (but not limited) for:

• Administrative: Screen incoming telephone calls, visitors reception, handle correspondence. Contact for service providers and banks. Travel support. Binders/files organization and management.


• Operations: Includes accounts payable & receivable, bookkeeping, cash flow, payroll, business tax payment, and filing. P&L and Budget updates. Provide reports and financial statements. Issue invoices, reconciliations, petty cash fund management, and support grant submissions. Coordinate and prepare financial information for the external accounting firm. Hiring insurance. Office supplies/equipment purchase and inventory management. Update procedures/activity manuals.


• Social Media & Marketing: Create a regular publishing schedule on all social media platforms (Facebook, Instagram, LinkedIn, Twitter, and others), includes content management. Develop and expand community and/or outreach efforts. Oversee the design, create and manage promotions and social ad campaigns, using Hootsuite information scheduling. Produce promotional materials, including flyers, posters, newsletters, annual reports. Includes: Website Design & Management: Wix Platform to update business and social network information, optimize the site for search engines, get site analytics, statistics, and others.


• Fundraising & Events: Pre-event tasks include: budgeting and registration (data entry, reports, mailing lists, name badges, communications, mail merge mailings). Marketing: Assist with the development of media, including print and electronic materials (annual appeal letters, brochures, and videos) for fundraising and public awareness. On-site event assistance: registration check-in, set-up, and coordinate interns/volunteers. Responsible for refreshments, raffle, and silent auction cash/credit card receivables. Provide post-event financial information and follow-up correspondence. Recruit potential sponsors/donors.


• Human Resources Support: Coordinate intern training and supervision. Job posting, screening candidates, conduct interviews and hiring process. Background checks, onboard process, and checklist. Coordinate staff schedules. Monitor rules and procedures: working hours, lunch, office closure, protocols and communications about security (ex. fire extinguisher). Submit payroll tax forms for employees and contractors (W2 & 1099).


• Education Department Support: Resource materials reviews, production, and inventory, such as brochures, flyers, manuals, and others. Materials translations (English/Spanish). Assist with materials development, such as videos, photos, handouts, and publications. Support Educational Events with implementation, promotion, communications, and logistical preparation. Support the Children’s Program. Work with Executive Director & Education Manager on special contracts.


• Technology Skills: QuickBooks, Salesforce, Adobe (InDesign, Photoshop, Illustrator, Reader), SPSS Database (data entry-level), Google Apps, IOS, Microsoft Platforms, Macintosh OS X, and Windows operating systems.

Requirements:

• University graduate.


• At least 4 years of experience in administrative support or office management.


• Excellent written and verbal communication skills.


• Detail-oriented and organized.


• Ability to work independently. Dynamic profile, multitasking ability, excellent planning, time management, and organization skills. Ability to effectively work under pressure, and keep confidentiality of information.


• Comfortable with and knowledgeable about computers and office equipment. Including Strong computer skills: Microsoft Office (Advanced Excel, Word, Powerpoint); Google’s online apps (Drive, Sheet, Docs, Slides, Gmail and others); Adobe InDesign, Illustrator, Photoshop; Desktop Publishing Softwares. Must be willing to learn these and other programs.


• Experience with a Non-Profit - preferred.


• Experience with Quickbooks and Salesforce - preferred.


• Fluent in Spanish - preferred.

Salary:

• Part-Time (21 hours per week): $13 - $15.50 per hour


• Full-Time (40 hours per week): $34,000 - $36,000 per year